Import Vendor Payments

EFT transactions for vendor payments can be created in FCA™ by importing a file provided by the client. The file must be a tab delimited txt file and must have the following columns: Number, Date, Payee, Account, Amount, Bank. The imported transactions will be available for you to select to include in the Nacha file in Activities>ACH-Direct Deposit.

Number—This is the transaction number. A separate record will be create for each Number.

Date—This is the check date.

Payee—The payee must match a contact Lookup. The contact(s) must be setup prior to importing the file. The following dialog box will open if contact(s) in the file do not match contacts in FCA.

Account—This can be an account number, account name, or combination of the two.

Amount—This is the payment amount.

Bank—This is the bank lookup for the contact in FCA. The bank account information must be setup on the bank tab prior to importing the file. The following dialog box will open if there are missing or incorrect bank lookups.

To Create the Vendor Payments

1. Select Activities>Import Vendor Payments.
   
2. Click the browse button  to browse for and select the desired file.
3. Verify the Import transactions from: and through: dates. The program will default to the current accounting period.
4. Select the desired Offset Bank Account. The payments will be made from this account.
   
5. Map the client's accounts using the account map grid on the left side of the window by selecting the FCA Write Up account in the Map To column for each of the client's accounts. Click the Fill Map button at the upper right of the window to have the system look for and map all accounts where the account Lookup in FCA or PBM™ matches the account Lookup used in the file being imported.
6. Click OK to import the transactions.
   
7. A dialog box will open showing the dates of the transactions to be imported. Verify the dates and click OK to continue. Click Cancel to return to the prior window if you need to make any changes before you import the records.
   
8. A dialog box will open to notify you when the import is complete. Click OK to close this window.

Print

Click Print to print the mapping as displayed in the grid. Due to printer variations, column widths do not print the same as they look on the screen. Use Options>Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.

Refresh

Click Refresh to update the import after adding Contacts or Bank information. Click the Save icon in the databar to save any changes to mapping before.

Undo by Batch

To delete all transactions imported in a batch, select Activities>Import Vendor Payments. Select the Batch to be deleted in the Undo by batch field and select Undo. Batches that have been imported in prior periods cannot be undone.

Batch

Each import will be assigned a unique Batch name with the following format VP YYYY P-#. Batch VP 2020 7-1 indicates that the import is the first Vendor Payment import done in period 7 of 2020. If a second file is imported in the same period using this import, the batch name would be VP 2020 7-2.

View Imported Transactions

1. Select Utilities>Search Transactions.
2. Clear the Date fields.
3. Select the Batch from the Batch field drop-down list.

You can use additional filters to zero in on particular transactions.

Vendor Payment Import Screen Options 

• Print Offset—Due to printer variations, column widths do not print the same as they look on the screen. Use Print Offset to adjust for these differences. Increase the number to increase the printed column width and decrease the number to decrease the width. Once this is set for your system, columns will print as they appear on your screen.